Event properties
1. Event properties
You can add one or more people as guests by typing their name into the Add Guests field. Google Calendar will suggest guests from your organization and personal contacts. Select them from the list as you type. To invite a guest who is outside your organization and not in your personal contacts, type their email address. After a guest has been added, select Mark as Optional if their presence is requested but not required. By default, guests cannot modify event details, but can invite other guests and see the guest list. Select the guest permissions options that are appropriate for your event. You can also change your default guest permissions on your own calendar settings page. If your organization uses Google Groups, you can use the group email address to invite many guests at once. If you have a minimum of see only free or busy access to your guest calendars, you'll be able to select suggested times to see upcoming time slots that all of your guests have open on their calendar. Keep in mind, the open calendar time doesn't always equal free time or guaranteed availability for guests. You can also select Find a Time to view your calendar alongside your guest calendar to more easily schedule an event during times when you're all available. You can also filter this view based on day or week, guests and rooms. Rooms are resource calendars centrally managed by the organization, created to book a physical location like a conference or meeting room. Resources can also represent a physical object, like a shared cart of Chromebooks, projectors, or vehicles like delivery trucks or company cars; literally anything that is shared among a group, department, or building. If your organization has created resource calendars, select Rooms to search or see available rooms. Then select from the list of available rooms to add a room to your event. Remember, that booking a resource may require approval from the resource calendar manager. Google Calendar can smartly integrate resources when events are created. Based on your work location, which is drawn from your Google directory listing, calendar will show the best rooms closest to the invited guests. The suggestions use information like the guest's office building, floor, previous bookings, meeting room capacity, and equipment to ensure that the optimal room is booked for the event. Now, have you ever tried to book a room in another system only to find it was already booked? But then you notice that the room isn't actually being used at all? Well, if you have, you may be pleased to know that Google Workspace supports automatic room release. This feature frees up booked rooms when they're no longer needed, such as when two out of three guests for a meeting decline the invitation. Any meeting that has only one participant will also trigger the room release. Adding a guest to an event automatically adds a Google Meet video meeting link. Select the down arrow to see the Google Meet details. Guests will be able to select Join with Google Meet in the event details to join the meeting, and it will appear on the Google Meet page at meet.google.com on the day of the event. Select Remove Conference to eliminate the Google Meet video meeting from the event. Depending on your own organizational policies, the Google Meet details may also include a phone number and PIN for dial in access. Google Meet is covered in more detail in another course. To help your guests prepare for the event, add a detailed description. The description can include links to resources or information on the web. Files can also be added by uploading them from your device or adding them from Google Drive. Typically, you might want to attach a meeting agenda or some required reading for your guests. When you attach a file from Google Drive and select Save, Google Calendar will prompt you to share the files you attach with the guests. You can give guests view, comment, or edit permission.2. Let's practice!
Create Your Free Account
or
By continuing, you accept our Terms of Use, our Privacy Policy and that your data is stored in the USA.